Assistant Project Manager

About The Position

The Assistant Project Manager (APM) at Ryan Hughes Design provides critical support to the Project Executive or Project Manager to ensure projects are executed efficiently, profitably, and in alignment with client expectations. The APM assists in managing project schedules, budgets, procurement, subcontractor coordination, and client communications from contract execution through project close-out.

Essential Duties and Responsibilities

Assist the Project Executive/Manager in developing and maintaining overall project schedules.
Support Project Managers and Project Executives in all phases of project planning, execution, and closeout.
Assist in coordination with design, construction, and accounting teams to ensure smooth workflow between phases.
Participate in project turnover meetings and document critical deliverables, timelines, and responsibilities.
Perform take-offs and assist with estimating project costs using historical data, vendor bids, and subcontractor pricing.
Issue and track purchase orders for materials and equipment, ensuring timely delivery to meet project deadlines.
Coordinate with Logistics and Quality Control to verify all purchase orders, ensuring deliveries arrive accurately, without errors, and are prepared for timely deployment to the job site.
Solicit, pre-qualify, form and manage day to day relationships with subcontractors and vendors.
Track and process client change orders in collaboration with the Project Executive/Manager.
Support Subcontractor and Vendor invoice review, approval, and coordination with accounting to ensure accurate billing.
Maintain organized project files, logs, and documentation in Procore.
Ensure subcontractors have complete scopes of work, proper documentation, and updated schedules.
Conduct site visits as directed to verify progress, review installation quality, and confirm delivery of materials.
Coordinate inspections with municipalities and manage permit documentation in collaboration with the project team.
Assist in compiling close-out documentation, as-built records, and warranty packages for client turnover.
Support post-project evaluations to identify opportunities for process improvements.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies

Strong organizational and follow-through skills.
Clear, professional communication skills (verbal and written).
Detail-oriented with the ability to manage multiple priorities.
Proficiency in Procore, Bluebeam, Excel; knowledge of CAD a plus.
Understanding of construction drawings, specifications, and scheduling practices.

Qualifications

A) Language/Communication Skills

Must possess excellent communication skills including oral, written and listening. These skills may be used when communicating with clients, coordinating projects, resolving conflict, attending meetings, training, developing relationships with vendors and subcontractors, or presenting information.

B) Knowledge and Skills Required

Reasoning skills must be well developed to objectively assist with issues and to present results accurately, effectively and in a timely manner.
Ability to be detailed orientated.
Demonstrate continuous performance improvement in targeted areas of responsibility in alignment with the overall company strategy.
Must be able to read construction documents.

C) Education Required

Bachelor’s Degree in Construction Management or Engineering

D) Experience Required

At least three (3) years of estimating and/or project coordination with construction experience

E) Working Environment

Ability to handle multiple tasks simultaneously and prioritize numerous tasks.
Continual computer usage is required for this position.
Travel to job sites or other relevant events.

Physical Requirements

Position requires routine lifting, bending, pushing, pulling while handling basic office supplies and material deliveries up to 50 lbs. The employee is required to reach with hand and arms and may sit for long periods of time. Tolerance to prolonged exposure to a computer monitor and keyboard utilization is required. May require use of own vehicle to attend off-site meetings and trainings or events.

Problem-Solving

Anticipates problems in any areas or responsibility and presents solutions.
Demonstrates emotional intelligence and interpersonal skills, initiative, self-motivation, practical learning skills, enthusiasm and an ability to complete multiple tasks in a timely and accurate manner.

Decision-Making

Demonstrates reliable decision-making and understands the consequences of actions.
High level decision making which goes beyond pre-established procedures.
Work collaboratively with ownership on organizational and revenue initiatives.

Consequence of Errors

Providing inappropriate or misinformation may result in breaking confidentiality and/or could result in a financial loss to the company.
Consequences could also include loss in clients which would be costly to the organization.

Communication to Others

Frequent contact with clients, contractors, vendors, inspectors, internal employees at all levels, etc.
Works to make sure all parties are working together in the most efficient way possible.

Management/Supervision Responsibility

Includes hiring, development, evaluation of performance, separation authority and/or may have some budgetary responsibilities

Yes ☐ No ☒

Includes providing guidance and direction to other employees, train new employees and/or
answer questions concerning work.